Holiday Compensatory Time

Description of the decision to be made

When an employee works on an official university holiday, they are entitled to earn compensatory time to use as time off on another date. In our current systems, this time is tracked as State Compensatory Time. However, the state guidelines for compensatory time earned on a holiday are slightly different than for compensatory time earned when the employee reports more than 40 hours in the workweek. For example, FLSA Exempt employees can be paid for compensatory time earned for working on a holiday, but not for compensatory time earned for reporting more than 40 hours in the week.  Because state guidelines define the compensatory time categories, there is not a decision point for the steering committee, but the steering committee should be aware of the change.

Recommendation

With Workday, there is an opportunity to administer these accruals as two distinct Time Off plans. The impact of this change is that an employee who works on a holiday will be able to have that Holiday Compensatory Time tracked separately from State Compensatory Time earned on non-holidays. This is important so that we can appropriately payout unused Holiday Compensatory Time for exempt and non-exempt employees in the event the employee is unable to use their Holiday Compensatory Time within 12 months of earning it. This situation could occur if the employee is not allowed to use earned Holiday Compensatory time because it would have resulted in disruption to normal teaching, research, or other critical functions. State Compensatory Time would be earned for non-holiday hours over 40, and Holiday Compensatory Time would be earned for the hours worked on the holiday. 

Time-frame

This is an informative change that will take effect with the Workday go-live.

Recommended decision maker

HR-Benefits/Records

Recommended Campus Stakeholders to Engage

ASMP-Workday Steering Committee for awareness

Stakeholders during design confirmation

Campus as training and change materials are developed and made available